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Item 10CCity of Southlake, Texas MEMORANDUM August 5, 2005 TO: Shana Yelverton, City Manager FROM: Malcolm Jackson, Director of Community Services SUBJECT: Request for funding for Liberty Garden Phase II to include SPDC Matching Funds, other funding sources and budget amendments Action Requested: City Council consideration of request for funding to include SPDC Matching Funds in the amount of $15,000 and additional funding in the amount of $110,070 from SPDC funds for construction of Phase II of the Liberty Garden and the related budget amendments. Background Information: Phase I of the Liberty Garden was completed in the fall of 2003 under direction of the Liberty Garden Committee in cooperation with City staff The project included a pavilion, waterscape features, walkways, native and adaptable landscaping, irrigation, sculptures, benches, tables, arbor, and decorative lighting. The project was accomplished under budget as a result of volunteer efforts and the large number of donations received. In addition, there were in -kind contributions by some of the contractors and commercial entities that provided materials and services. Phase I continues to be well maintained by the Liberty Garden Committee, is enjoyed by numerous visitors, and it has proven to be an asset to Bicentennial Park. During the last year, the Liberty Garden Committee developed the design and cost estimates for phase II of the project. The proposed project would feature a labyrinth formed from hedgerows and footpaths, with a kid friendly fountain and benches as the central feature. Phase II would complete the Liberty Garden project and provide a complimentary, aesthetic feature near the entrance to the City's most utilized park. This proposed construction requires no building permit or site plan since there are no structures involved. Staff has reviewed the plans for the labyrinth area and finds them to be consistent with the general concept previously discussed by the Committee. During the development of the first phase of the Liberty Garden, staff worked closely with the Liberty Garden Committee on the design and construction, but the Liberty Garden Committee served as the primary project manager overseeing the actual field development. If approved, staff will again work with the Committee during construction in much the same manner. Phase II cost estimates include: Shana Yelverton, City Manager August 5, 2005 Page 2 of 9 • Fountain $75,000 • Concrete $30,000 • Irrigation $ 3,000 • Plant Material $ 6,000 • Lighting $10,000 • Benches (4 @ $500) $ 2,000 • Arbors (2 @ $1,500) $ 3,000 • Tables (4 @ $600) $ 2,400 • Bridge (10') $ 1,400 • Trash Receptacles (2 @ $300) $ 600 • 5% Construction Contingency $ 6,670 Total Project Cost $140,070 It should be noted that these costs do not include in -kind contributions. During the initial presentation, there were several questions regarding the application of the CIP project ranking and budget allocation process as well as the timing on the presentation of the request. This project was not included as part of the FY2005 -06 upcoming SPDC budget because Liberty Garden was continuing to refine the project. Additionally, staff has received no other requests against which this project would compete for funds, nor is any other approved CIP project, nor proposed CIP project, being set aside in favor of this project. This project is also unique in several ways: (1) Liberty Garden project is a dynamic and on -going project that originated as a fountain and garden and subsequently incorporated a gazebo, and there has been discussions and plans regarding future additions to the garden as resources were available; (2) This project is a joint project with the Liberty Garden Committee, private contractors /citizens volunteer time and efforts, and the City. Further, it involves the on -going commitment of volunteer time in the care and development of the garden; (3) This project incorporates some elements that will be expected to last for many years, but it also incorporates substantial quantities of living plant material that lasts for a limited time period. (4) This project is neither an exclusively joint use funds project nor a city funded project, but instead is a combination. It consists of partial joint -funds and partial city funds, but it is also possible because of in -kind contributions of materials and labor by commercial and community volunteers. Financial Considerations: The Liberty Garden has identified $140,070 as the total project budget. They have raised $15,000 in cash donations and are seeking the remaining $125,070 from SPDC funding sources. Shana Yelverton, City Manager August 5, 2005 Page 3 of 9 The Liberty Garden Committee requests $15,000 in SPDC matching funds (see attached) to address a portion of the project budget. The City originally budgeted $100,000 in SPDC Matching Funds for FY 2004 -05. The current Matching Fund commitments approved by SPDC and City Council include $12,500 for the dog park and $90,000 for the SGSA playground. During the presentation for the SGSA playground SPDC and City Council approved for the necessary transfer of the additional $2,500 into the matching funds program to allow for a revised budget of $102,500 in FY 2004 -05 matching funds. The Liberty Garden Committee also seeks $110,070 to complete the funding required for construction. Staff reviewed with the Finance Director available funding sources and identified that sales tax receipts in the SPDC fund are anticipated to exceed budget projections by approximately $300,000. Utilization of this funding source would require a transfer from the SPDC Operating Fund to the SPDC CIP Fund or funding it directly from the Operating Fund. Finance also confirmed $139,557 in residual funds currently available in the CIP Fund. The Liberty Garden Committee has also indicated they will continue to seek donations, sponsorships, and discounts throughout the construction process in an effort to reduce the cost to the City in the same manner as conducted during the construction of Phase I. Approval of the request for Phase II of the Liberty Garden $15,000 matching funds portions of this project would require amending the budget(s) to include the additional $15,000 in the matching funds budget. A similar budget amendment would be necessary to allocate the remaining $110,070 funding request. The funding is available to support the budget amendments from three areas: (1) there remains $10,423 originally awarded to Liberty Garden Phase I that can be reallocated to the FY 2004 -05 budget; (2) staff has worked with finance and identified $139,557 available in residual CIP project funds from interest earnings and allocations that were unused on previous projects and; (3) approximately $300,000 in unanticipated revenues for FY 2004 -05 as a result of increased sales tax collections that is available for transfer from SPDC operating funds to the CIP fund. Additionally, the Board has the option of funding the entire project or any portion of the project directly from the operation budget. Financial Impact: The Liberty Garden Committee has pledged to continue working with volunteer groups such as the Southlake Perennial Garden Society, Soils Alive, Shana Yelverton, City Manager August 5, 2005 Page 4 of 9 and Master Gardeners to provide general maintenance of the plant material and beds to include weeding, pruning, occasional plant replacement, and mulching. The City retains responsibility for daily trash removal, irrigation maintenance, and general site repairs as needed. Staff time for Liberty Garden Phase II maintenance is estimated at 120 hours per year. Fountain maintenance is estimated not to exceed $1,200 per year based on quarterly service. There are no water costs as the City utilizes a well for irrigation and proposed fountain. In addition, the City, through Keep Southlake Beautiful's community services agreement, has set aside up to $1,000 annually toward plant material and upkeep in the Liberty Garden. Citizen Input/ Board Review: The Parks and Recreation Board considered this item at their July 11, 2005 meeting and recommended approval (5 -0 -1) with a motion recommending to utilize remaining matching funds awarded for Liberty Garden Phase I ($10,423), as well as FY 2004 -05 matching funds not to exceed $15,000, and additional funding not to exceed $110,070. SDPD will consider this item at a special meeting August 8, 2005. A Liberty Garden representative will be available to provide a brief presentation. Legal Review: Not Applicable. Alternatives: City Council discussion and consideration may result in various project alternatives. Supporting Documents: Supporting Documents include: • SPDC Matching Funds Request Form • Liberty Garden Phase II Plan View • Fountain pricing information • Sample fountain photo Staff Recommendation: City Council amendment of the SPDC operating and CIP budgets to include SPDC Matching Funds in the amount of $15,000 and additional funding in the amount of $110,070 from residual SPDC CIP funds or from the SPDC operating funds for construction of Phase II of the Liberty Garden and the applicable budget amendments. Shana Yelverton, City Manager August 5, 2005 Page 5 of 9 City of Southlake, Texas SPDC PROJECT MATCHING FUNDS REQUEST FORM Project Name: Liberty Garden Phase H — Labyrinth Contact Person: Wendi Carluc Mailing Address: 2000 N. Peyto City: Southlake State Night Phone: 817 -488 -5640 Additional Contact Person: PROJECT DESCRIPTION: Day Phone: The proposed Liberty Garden Phase H includes a labyrinth formed from hedgerows and footpaths, with a fountain and benches as the central feature. Project materials include fountain, concrete, irrigation, plant material, decorative lighting, benches, arbors, tables, and bridge. Proposed Phase Hof the project would complete the Liberty Garden, providing an aesthetically pleasing entrance to Bicentennial Park and a place for visitors to relax, enjoy the scenery, and remember those who lost their lives on 9111. ville TX ZIP: 76092 Day Phone: 817 -488 -5640 Fax Number: Proposed Start Date: August 8, 2005 Projected Completion Date: October 31, 2005 Projected Cost: $140,070 Amount of Funds Requested: 5151000 4) cC S." cC X 0 N 0 ct U) ct to r�� C Al TkS P ENTRANCE ® Q It Extslvl Pine Tree 1) Refer sMmt E I d E 2 for eeLincal nkrmanon P g ,. 21 Refer Meal P•2 a P-3 for details of centrar fo,ntarn M Vr'HITE"S NEW TREES NOT PART OF THIS PLAN Existing Cedar Trees BLOCK RETAINING DRNE C►i,4PEL' .a 4 q z w x C] q a 411� o<c�,, 4 L an R 00 a5 WALL AS REO'D.. LABYRINTH CONCRETE WALKWAYS W Existing Trash Can 4 %6 WIDE (TYPICAL .03 LFC, ;= Z 4 k 4 n Existng P6cnic Table, _ __ _ Q ` -. aa, q � w c Pad B Sheller - , �- k 1 I Y SYMBOL 06SCRfPTIOU -4 c a = Emsdng Tree w c�� peciea _ �. r fa" e S Varies � r'�n L klaw 5ih4de Trae Ec 4 I-1 AL} ®E PP C� Exs1I E SwMchgear C7 I ;' 5 / j Flew Grope Myrtle r w - ' NEW ORNAMENTAL'• FOOT BRIDGE t ( I I Req d.) KEY P L'A N " [� (6 -0'St 12"•0 1 • R. CENTRAL PLA2?. � r � r ^ Picnic Table SE see 1. P-2) 1 , G ENTRYQO REIE'NAL 5 t ` B'Il. E �'' DE -_ .l .- (4 Req'a ) kJSw 0 6' G" 1M0 j PICAL} ,. �. r�. .. .:' PA RU ,,. - WALK Bench r s 1 ZCE T TAIN �, f PLAZA {see snt P -21 SfYI.bA a ' p \. I< 1 (225 Rego.} } Qew Wrought i Iron Arbor (2 Existng Pavestone Waikway 40 z ! 1 Q� ' Mew Foot FQ Seeps _ - w UP C' Brdc�e (1 Regd.J 4 o y 5 P ps !_ a�7 Flow naAa w Sp1A Concrete Walkway cescara n ` eAre xrrrsra Old Ex tinq Pie :n 911 - Eds {lyplral `. .w used - Existing 10' Concrete Sidewalk ❑ El Gazebo Structrue '^�o�'+�T ENTAY WALK -- Gazebo Raised ENTRY)N _. IRON ARBOR Existing P tree Exiatng m Lawn Areas G A 6` -19" X 12' -0"] rove to South Lawn Grass { Lawn Areas SH EET SHEET ( � OVEP.aLL PLAU VIEV whatever you do, do it all for the glory of God' !Corinthians 10:3I l� - --�. f IJIG � I-9 � '�r SNr_rts Shana Yelverton, City Manager August 5, 2005 Page 7 of 9 ■ Pump Services, Inc. 1425 Whitlock Lane. Suite 108 Carrollton. Texas 75006 Corporate: 972-446-0037 Toll Free: 877 401 4774 Fax: 972-446 0313 greeriscapepump.com War Features • Float N- Products m • Pu" Systems May 25, 2005 Ms. Wendy Carlucci - Park Board City of Southlake 400 N. White Chapel Southlake, Tx Re: Bicentennial Park - Liberty Garden Project # P5272 Design / Build Architectural Recirculation Fountain Equipment and Installation Pricing. Additional Pricing for Interactive Component and Controls. We are pleased to provide the following budget figures for the fountain equipment, plumbing and electrical installation for the proposed water feature for the Liberty Garden project. The design concept is to have one center Cascade jet to five feet in height and six evenly spaced Clearstream jets on the perimeter of the feature that will arch inward toward the center approximately five feet and to three feet high. A submersible light will be at the base of each nozzle for nighttime illumination. Equipment would include pump, filtration equipment, pump motor and lighting controls, valves, pipe & fittings, insulated fiberglass equipment skid cover, all necessary bronze or stainless steel basin 1 wall penetrations, center cascade nozzle with lighting, in -slab nozzle cans with lighting, adjustment valves, and safety grates. Our pricing will include the pump and control equipment, plumbing and electrical for the feature only installations. Pricing is based on using filtration and water treatment. Non use of filtration and water treatment will greatly increase maintenance and water quality issues and service. We are also providing an option for a potable water interactive component with timed controls, an in -slab touch activation pad and installation. Our pricing for equipment and installation on the Water Feature and Option are as follows: • Design / Installation Drawings and Mobilization Pricing: 4,000.00 • Mechanical (Pump Equipment, Plumbing, Installation) Pricing: 23,100.00 • Electrical (Control Panel, Lighting, Conduit 1 Wire, Installation) Pricing: 13,200.00 • Filtration/ water treatment Equipment, Installation Pricing: 2,000.00 • Insulated 1 Freeze Protected Fiberglass Equipment Cover Pricing : 3,000.00 • Bronze and Stainless Steel Feature Penetrations, Nozzles Pricing: 5,000.00 • Specialized Custom Grate (powder coated) System Pricing: 7,250.00 Liberty Garden Fountain Total ------------------------------- - - - - -- $ 57,550.00 Shana Yelverton, City Manager August 5, 2005 Page 8 of 9 Ms. Wendy Carlucci - Park Board Page 2 Option for Interactive Component (Water Cage & Controls): • Custom Water Cage (pour in concrete) System with Installation Pricing: 7,000.00 • Custom Touch Pad (pour in concrete) with Installation System Pricing: 4,000.00 • Mechanical (Pressure 1 Control Valve, Plumbing, Installation) Pricing: 3,200.00 • Electrical (Control Panel Components, Conduit 1 Wire, Installation) Pricing: ,10 30.00 - adder for Water Cage & Controls ------------------------ - - - - -- $ 17,300.00 Feature with Option TOTAL - - - - -- $ 74,850.Q4 additional information - GPSI maintenance rates: $ 200.00 travel time & 1 st hour on site - $ 88.00 per hour after that 1 billed in 112 hour segments. Note: Budget Pricing includes three owners manuals, installation drawings, Greenscape installation guarantee, and a one year manufacturer's warranty. Pricing does NOT include electrical or potable water installation (with approved back Flow preventer) between the site source(s) and equipment location, sanitary sewer installation between the site source and the fountain basin 1 equipment location, fountain concrete or hardscape construction, taxes, or bonding. We hope this information is helpful and if you should require any additional information please give as a call. Respectfully, Greenscape Pump Services, Inc. Mark Bush - Regional Account Representative cc: file Shana Yelverton, City Manager August 5, 2005 Page 9 of 9 - I T d